Letter of Intent (LOI) Application

Transcription

1 United Way of El Dorado, Kansas, Inc. Letter of Intent (LOI) 2014 Letter of Intent (LOI) Application Contact Information: Chelsea Satterfield Executive Director

2 Review Process Any agency interested in receiving funding from UWE, that has never received funding before, for a specific program must submit a Letter of Intent (LOI) to the Executive Director. Through the LOI, agencies will describe their program for funding consideration prior to submitting a full application. All LOIs will be promptly referred to the Allocation Committee for study and recommendation. Allocation Committee members will recommend to the United Way of El Dorado Board, at their next regularly scheduled meeting, those programs where a full application for funding should be requested. Agencies will be notified regarding the status of their LOI after this meeting. A letter from the Executive Director will be sent to the agency submitting the LOI within 30 business days of receiving the decision of the board of directors. 2 P age

3 Submission Instructions Complete and return the required items to the Executive Director of United Way of El Dorado. Submit one copy of all forms listed on the checklist: Cover Sheet and Application Funding Criteria 501 (c)(3) Copy of Most Recent Bylaws Letter of Intent (LOI) on Agency Letter Head 3 P age

4 Cover Sheet and Application Organization Name: Physical Address: City: State: Zip: Phone: Fax: Website: Contact Person: Title: Yes N/A Please Complete this Check List Provide 1 Copy of Following Items Cover Sheet and Application Funding Criteria 501 (c)(3) Copy of Most Recent Bylaws Letter of Intent (LOI) on Agency Letter Head 4 P age

5 Funding Criteria Please review the following funding criteria and sign below if you feel that your agency can meet this criteria. A. LEGAL/REGULATORY 1. Is incorporated by the State of Kansas as a non-profit organization and has received tax exempt status under Section 501(c)(3) of the Internal Revenue Service Code of Provides programs in the areas of health, welfare, and social service delivery categories. 3. Is in good standing with Kansas Secretary of State. 4. Operates in compliance with all health, safety, environmental laws, governmental ordinances, and codes for every facility. 5. Is in compliance with all applicable and material program licensing requirements. 6. Is in compliance will all applicable and material program accreditation bodies. 7. Has a written statement of purpose that clearly defines the agency s functions, organization, and lines of authority. 8. Complies with the restrictions on lobbying under the substantial part of activities test (IRS Code Sec. 501C) or the sliding scale limitation based on expenditures made to influence legislation (IRS Code Sec. 501H). 9. Complies with regulations and reporting requirements annually under the U.S. Internal Revenue Service and all applicable Kansas Department of Revenue regulation and state statues. 10. Operates programs on a non-discriminatory basis without regard to differences in gender, age, race, creed, disability, religion, and nation origin. B. GOVERNANCE* *If the agency is the local arm of a statewide or national organization directed by a state or national governing board, or if it fulfills a specific mission of a local multi-mission organization directed by a governing board, the organization must have its own local active Advisory Board or Council. 1. Has an independent Board of Directors (hereinafter Board) or trustees that meet at least quarterly and oversee the management of the agency. 2. Has adopted, and adheres to, written policies on Board membership rotation, length of service, and conflict of interest. 3. Maintains written minutes for each Board meeting that documents attendance, deliberations, and decisions of the Board. 4. Has an administrator (paid staff or volunteer) who is responsible to the Board for the agency s administration operations. If the administrator is a voting member of the Board, the administrator is subject to the conflict of interest policy. 5. Operate programs on a non-discriminatory basis without regard to differences in gender, age, race, color, creed, disability, religion, and nation origin. C. FINANCIAL/FISCAL MANAGEMENT 1. Documents and follows internal policies and procedures for fiscal control. 5 P age

6 2. Has an annual independent audit performed and financial statements prepared in accordance with United States of America generally accepted auditing standards to ensure financial statements are in conformity with accounting principles if requesting or receiving more than $10, from UWE. 3. Agency audit information will be made available to UWE staff, Allocation Committee members, Finance Committee members, and UWE Board members on a need-to-know basis. 4. Is able to demonstrate compliance with reporting and other requirements of local, state, and federal legislation including, but not limited to, the filing of annual reports with the IRS on Form Is current with past and present IRS obligations. 6. To utilize a financial accounting system that facilitates the preparation of year-end financial statements conforming to accounting principles and audit standards generally accepted in the United States of America. D. ORGANIZATIONAL PLANNING AND DECISION MAKING E. PROGRAMS 1. Has documented goals; measurable and attainable service outcomes; a reasonable plan for specific tasks and activities; indicator(s)/measure(s) for achieving objectives; and methods of evaluating outcomes. 2. In general, has operated continuously and provided services for a minimum of two years prior to the fiscal year of application for funding, otherwise additional information may be required to determine a reasonable degree of continuity and community support. 3. Demonstrates effectiveness in program performance and accountability. 4. To participate in UWE s community fundraising effort by conducting an annual campaign among employees and encouraging board members participation in the campaign. 5. To participate in UWE s Speakers, Tours, and Fairs Bureau. 6. To adhere to all applicable UWE policies and procedures and acknowledge written receipt of those policies. 7. To not solicit or collect monetary donations through automated deduction (e.g., payroll deduction or regular electronic funds transfer from a private account) except for routine purchases of an on-going service (e.g. monthly health club dues). This applies to agency staff, volunteers, or other supporters. 8. To not engage in fundraising efforts of any type (including capital campaigns) during the time reserved for the UWE annual campaign, October 3 through December 3, and to ensure that any mailings made pursuant to an allowed mail campaign will be made so that all monetary donations are expected to be received prior to the start of the UWE annual campaign. 9. To not solicit or accept assistance from any other federated fundraising entity that requires joint marketing, fundraising, or campaign efforts, or a participation fee. 10. To not conduct negative campaigns against UWE and/or other UWE funded agencies. 11. To acknowledge and realize that the agency is responsible for the actions of its employees, volunteers, governing board members, or committee members and other supporters. 12. To recognize that designation campaigns are contrary to the basic purpose of UWE and, therefore, will immediately forfeit eligibility and all designated dollars will be distributed through the Community Fund. Subsequently, the agency will not be eligible for other UWE s funding opportunities. 13. To abide by the promotional guidelines for participation in the UWE annual campaign. 14. To have UWE on its mailing list of all general information, newsletters, fundraising mailings, etc. 15. Agencies receiving funding from UWE will acknowledge UWE support in their public relations materials (e.g., letterhead, annual reports, PSA s, brochures, special events, etc.), and display the UWE logo at those physical facilities that house UWE-supported programs. 6 P age

7 1. Avoids religious proselytizing in its human service programs and agrees to not use funds received from UWE either directly or indirectly for religious activities. 2. Provides professional staff that is regularly available for contact during normal working hours. 3. Provides services to those who live or work in the UWE service area. I agree that I have read the above funding criteria and believe that this agency does meet the above criteria. (Print Name) Chairman/President, Board of Directors (Print Name) President/Executive Director/CEO Signature Signature Date Date 7 P age

8 Letter of Intent (LOI) Please provide the United Way of El Dorado with a letter of intent (LOI) on agency letter head attached with the other required documents. Please include the information below in your LOI as well as anything else you would like to add. Please provide a brief history of the organization. What is the agency s mission statement? How long has the agency been operating in the local community? Provide a brief description of the program or reason for funding. Describe the unique characteristics of your program or reason for funding and compare it with similar services being provided in the community. Why is yours the most important? Describe the need that exists in the community for your program s services. How is that need currently being met? Briefly describe your target population. Please Share the most compelling story of how your program(s) are improving people s lives. Please explain in detail below one testimony. IMPORTANT: We are United Way of EL DORADO. We want to see how your program directly effects EL DORADO. Please keep this in mind when writing Letter of Intent (LOI). 8 P age